Spares Coordinator

Role Overview This role is integral to supporting the company’s continued growth by strengthening our aftermarket and service operations. We are seeking an organised and detail-oriented Spares Coordinator to join our business. This office-based position plays a key role in supporting our service (CSS) and aftermarket operations by managing spare parts enquiries, preparing quotations, processing orders, and liaising with customers, suppliers, and internal technical teams.

Through efficient coordination of spare parts, proactive customer communication and accurate order management, the Spares Coordinator will help improve response times, customer satisfaction and recurring revenue performance. The successful candidate will contribute to high levels of customer satisfaction and operational efficiency by ensuring accurate identification, ordering and delivery of spare parts.

Key Responsibilities Respond to spare parts enquiries via telephone and email in a timely and professional manner. Identify and verify correct spare parts using technical drawings, parts lists (BOMs), manuals and ERP systems. Prepare and issue accurate quotations in line with company pricing structures. Process sales orders and purchase requisitions accurately within the ERP system. Liaise with suppliers to confirm availability, pricing and lead times.

Provide customers with clear updates regarding order status and delivery timescales. Coordinate with engineering and service departments to clarify technical specifications where required. Arrange dispatch of goods, including preparation of shipping documentation (including export documentation where applicable). Support stock control and inventory management processes. Assist with returns, warranty claims and resolution of non-conformance issues. Maintain accurate and up-to-date records in line with company procedures.

Ensure compliance with company policies, health and safety requirements, and quality standards. Person Specification

Essential Criteria Previous experience in a spares, parts, service coordination or technical administration role. Experience working within an engineering, manufacturing or technical environment. Strong organisational skills with the ability to manage multiple priorities. Excellent attention to detail and accuracy. Confident communication skills, both written and verbal. Proficient in Microsoft Office (particularly Excel and Outlook) and experience using ERP systems. Desirable Criteria Ability to interpret technical drawings and parts lists (BOMs).

Understanding of export procedures and shipping documentation. Knowledge of inventory control principles. Experience supporting field service engineers or technical teams. Personal Attributes Professional and customer-focused approach Methodical and process-driven Able to work independently and as part of a team Proactive with a practical problem-solving mindset Reliable and dependable Employment Details Full-time, permanent position Monday to Friday (standard office hours) Competitive salary, dependent on experience Company pension scheme 25 days annual leave, Birtday day off, Health & Wellbeing Day, plus statutory bank holidays Ongoing training and development opportunities